Proactive Guidance

Proactive Guidance is a notification process that can be used to help guide certain employee behaviors.

For example, for employees that frequently punch in late, Proactive Guidance can be configured to send a timely notification that reminds employees they have a shift coming up soon.

The behavior trends you can use Proactive Guidance for are:

  • Breaks — Employees take short or long breaks.
  • Late In — Employees punch in late for shifts.
  • Unexcused Absences — Employees do not show up for scheduled shifts.

When Proactive Guidance is configured, data gathered from timecard exceptions is reviewed on a weekly basis to determine if an employee's behavior qualifies for a Proactive Guidance notification. Once a behavior is detected, notifications are sent to the employee for the next five scheduled occurrences of the job the notification is configured for.

Notifications for breaks are sent 1 hour prior to the shift start time. Notifications for upcoming shifts (Late In and Unexcused Absences) are sent 8 hours prior to the shift start time.

Proactive Guidance configuration overview

Note:
  • To configure this process, the Proactive Guidance feature switch must be enabled. See Feature Switch.
  • Managers need the Proactive Guidance FAP set to allowed in their function access profile.

To configure Proactive Guidance, first configure Proactive Guidance Behavior Configurations and then configure Proactive Guidance Behavior Configuration Items.

  • Proactive Guidance Behavior Configurations— These are the behaviors that notifications can be sent for, Breaks, Late In, and Unexcused Absences. Edit these behavior configurations before configuring the Proactive Guidance Behavior Configuration Items.
  • Proactive Guidance Behavior Configuration Items— A configuration item is where you can define the group of employees that can receive the notification and the notification the employee receives for each behavior type. A preconfigured generic workflow notification is available for each behavior. The notifications are:
    • Proactive Guidance - Breaks
    • Proactive Guidance - Late In
    • Proactive Guidance - Unexcused Absences

    You can view the details and the message text for each notification in Application Setup > Event/Notification > Workflow Notifications.

Edit a Proactive Guidance behavior configuration

  1. Go to Application Setup > Event/Notification > Proactive Guidance Behavior Configurations.
  2. Select one of the configurations and click Edit .
  3. If necessary, edit the Name and Description.

    The Threshold is a read-only field that displays either Default or Overridden. Overridden displays when the default threshold value has been changed.
  4. Select a Location Type. This location type is used in the Proactive Guidance Behavior Configuration Items, where you can select specific locations to receive the notification.
  5. Click Save.

Create or edit a Proactive Guidance behavior configuration item

  1. Go to Application Setup > Event/Notification > Proactive Guidance Behavior Configuration Items.
  2. Click Create , or select an existing item and click Edit .
  3. Enter a Name and Description.
  4. Select Yes if the item is active.

    To deactivate the item, select No.
  5. For Behavior, select one of the Proactive Guidance Behavior Configurations — Breaks, Unexcused Absences, or Late In.

    The Location Type is populated from the selected Proactive Guidance Behavior Configuration.

    The Threshold is a read-only field that displays either Default or Overridden. Overridden displays when the default threshold value has been changed.

  6. For Notification, select the notification you want sent to the employee. There are preconfigured notifications you can use for each behavior:
    • Proactive Guidance - Breaks
    • Proactive Guidance - Late In
    • Proactive Guidance - Unexcused Absences
  7. Select the locations that receive notifications. When an employee works a job in any of the selected locations, they will receive notifications when the behavior is detected.
  8. Click Save.

Reporting on Proactive Guidance notifications

Managers can view data about the proactive notifications sent to employees. This can allow analysis of trends over time and visibility into the results of notifications on employee behaviors. The following columns can be added to an Employee Dataview for proactive guidance:

  • Number of Notifications(Proactive Guidance Overview entity) — The number of notifications the employee has received.
  • Behavior Name(Proactive Guidance Details entity) — The Proactive Guidance behavior for the notification.
  • Notification Date Sent(Proactive Guidance Details entity) — The date the Proactive Guidance notification was sent.
  • Proactive Guidance Location(Proactive Guidance Details entity) — The location of the job the employee worked where the proactive guidance behavior was detected.

In addition, a Business Structure Dataview called “Proactive Guidance” is available. This Business Structure Dataview shows aggregated prediction data based on the selected timeframe, hyperfind (or location).

Columns include (all in the Proactive Guidance entity):

  • Location Status on Run Date
  • Predictions Count
  • Run Date

When the "Predictions Count" or "Location Status on Run Date" columns are selected, you can select the Proactive Guidance behavior by choosing a specific Assignment option (Breaks, Late In, or Unexcused Absences) in the Column Properties.

For more information, see Create a Dataview.